A HANDY GUIDE to APA REFERENCING

A HANDY GUIDE to APA REFERENCING What is APA referencing? APA stands for American Psychological Association. They have developed their own rules for academic writing, including how you can refer to other sources books, articles, websites etc in your essays, reports, literature reviews etc. The complete rules are in the APA Publication Manual (6 th ed.). APA referencing includes short CITATIONS (in-text references) every time you include ideas or words from sources and END-OF-TEXT REFERENCES giving more complete details of these sources in a list on the last page. APA is the most common referencing style used at Massey - the College of Business uses it, for example. But there are other different referencing systems e.g. Chicago, Vancouver etc. used in other departments. In these other systems you might need to include other information and different punctuation. So, always check what it says in your Study Guides and ask your tutors. How can Massey help me with my APA referencing? Use http://tinyurl.com/owll-referencing for more detailed online help from Massey including a clever APA Interactive tool. You can view Massey s videos at http://tinyurl.com/ctlvideos. You can also find answers to most APA questions on our CD-ROM, Get It Right, available for $10 from the Printery (QB Basement). Another great place to see answers, even to the trickiest APA questions, is in the Academic Q & A Forum in the Academic Writing and Learning Support section on Stream. Also look out for our regular presentations on APA referencing during the year and contact the Student Learning Centre on slc-alb@massey.ac.nz or 09 441 8143 if you d like to discuss your referencing and other study skills - during a free oneto-one consultation. Endnote, a reference management programme, is useful for students who are doing research, but is not necessary for most undergraduate students. It can be bought from Massey library, which also offers free workshops on how to use it. Endnote Basic version is available online from: http://www.myendnoteweb.com. Other free, downloadable reference management programmes include Zotero and Mendeley. Massey University Centre for Teaching and Learning 2014 Page 1

CITATIONS Ageism may be defined as unwarranted discrimination on the basis of age (Smith & Davidov, 2003, p. 23). The practice appears to be common in New Zealand (Faleolo, 2010) indicating an underlying failure to respond to the changing demographics of our society (Executive Taskforce Group, 2004). The negative impacts of ageism on organisations are likely to worsen over the coming decades in which older workers will be our main talent pool (Statistics New Zealand, 2006). The example above comes from a student essay about ageism. Each citation gives the author(s) and the year of publication of the original source of the student s research. In addition, the first reference gives the page number. This is because it is a direct quotation the quoted words are put between double quotation marks (. ). What s the most common way of writing in-text references? Put the author s SURNAME and the YEAR OF PUBLICATION for the book or article inside brackets at the end of the sentence or sentences where you referred to it:... is an essential component of academic writing (Emerson, 2009). What can I do if the article or website has no author? Use the name of the ORGANISATION instead of the author: One in five New Zealanders holds a university degree (Statistics New Zealand, 2009). Do I always need to put the author s surname inside brackets? No. You can also include the author s surname as part of your sentence then only the year goes in brackets: According to Emerson (2009), an executive summary is... Emerson (2009) emphasises that... Massey University Centre for Teaching and Learning 2014 Page 2

What do I do if the book or article has more than one author? If the book or article has TWO AUTHORS, link the surnames with & (if they re in brackets) or with the word and (if they re part of your sentence):... a culture of competitive innovation (Hamel & Prahalad, 1989) Hamel and Prahalad (1989) are highly critical of... If the book or article has BETWEEN THREE AND FIVE AUTHORS, the first time you mention the source, you should include all of them: Up to 80% of new consumer goods fail (Quester, McGuiggan, Perreault, & McCarthy, 2004). After that, you can shorten the reference by putting the first surname followed by et al. : Markets may be segmented according to behavioural, geographic or demographic features (Quester et al., 2004). For six or more authors, you use et al. even for the first mention. But it s not common to have so many authors. What if I can t find the year of publication on the book or article? Take care if you don t know when something was published, it may be better to use another source. But if you do decide to use it, put n.d. (which stands for no date ) instead of the year: Flyers from the local residents group (Albany Local, n.d.) accused the council of... What if I want to refer to research I read about in another book? Where possible, refer to the original publication (even if you read about it in another book). You can usually find these details in the book or article you are using. But if you are unable to, then use the surname of the original author and year, the expression as cited in and add the details of the book or article you actually read: Brown (1984, as cited in Chang, 2010) argues that... In this case, only Chang (and not Brown) appears in the reference list at the end. Massey University Centre for Teaching and Learning 2014 Page 3

Should I copy or use my own words? 90% of the time, you should explain ideas or theories in your own words. Only copy the original words a few times in your essay when you are giving a DEFINITION or repeating a REALLY SPECIAL PHRASE. How do I summarise ideas from books in my own words? Aim to follow this five-step process every time: Step 1: Highlight the key ideas or facts in the original Step 2: Turn these into short notes on paper or on your screen Step 3: Close the book or original document Step 4: Turn each note into a new sentence of your own Step 5: Add a citation, giving the original author and year It takes time and practice to learn how to summarise well. Centre for Teaching and Learning workshops and consultations will help you to develop this important skill. How do I include quotations in my writing? When you copy the ORIGINAL WORDS from a book, website etc, you need to use double quotation marks AND include the page where you copied the phrase from. For a website, where possible, give the paragraph (par.) or section (s.). Copy the minimum number of words you can normally, you only need to copy part of the original sentence and put this inside your own sentence: Ageism may be defined as unwarranted discrimination on the basis of age (Smith & Davidov, 2003, p. 23). Boys, in particular, struggle with the blah, blah, blah of language as a medium of instruction (Irwin, 2009, p. 40). Irwin (2009, p. 40) argues that boys find activity-based learning more engaging than the blah, blah, blah of language. Massey University Centre for Teaching and Learning 2014 Page 4

END-OF-TEXT REFERENCES References Brown, D. (2009). Are managers views about older employees aligned with company policy? Modern Human Resources Management, 21(3), 135-824. Elaisa, P. (2010). Recruitment practices in New Zealand and Australia: A meta-analysis. Organisational Research, 23(4), 125-163. doi: 10.2163/1391239419403 Executive Taskforce Group. (2004, August 12). Ageism contributes to New Zealand's worsening skills shortage. Retrieved from Newztext Plus Database. Moore, B. (2012). Innovation: Impacts on comparative advantage. In D. Miller (Ed.), Creative Strategy (pp. 100-124). Springfield, IL: Modern Business Press. Smith, G. S., & Davidov, P. (2003). The graying of America: Case-studies of organisational response. Buffalo, NY: Utopia Press. Statistics New Zealand. (2006). Demographic trends 2006. Retrieved from http://www.stats.govt.nz/analytical-reports/dem-trends-06/default.htm. Wallis, P., Simpson, W., & Govinder, R.S. (2007). Human resource management (5 th ed.). Townsville, Qld: Commerce Press. The reference list should be formatted like the example above - on a separate page at the end of your essay with the title References (top centre). The list shouldn t have any spaces between the lines All references in the list begin with the surname(s) of the author(s), followed by their initials, or with the organisation which published the article. The list needs to be in alphabetical order. Also, notice that the first line of each reference starts at the left side of the page, but all the other lines are indented. One easy way to indent lines is to go to the end of the line before and press ENTER and then TAB or search YouTube for a video on indenting an APA Reference List. The exact information you need to include as well as the punctuation depends on whether it s a book, a journal article, a website etc. It may seem complicated, but if you follow the advice and examples given below, you ll be fine. Massey University Centre for Teaching and Learning 2014 Page 5

How do I include a BOOK in my reference list? For a book by ONE AUTHOR, you need: Surname, Initials. (Year). Title. City: Publisher. Spoonley, P. (2009). Mata toa: The times of Ranganui Walker. Auckland, New Zealand: Penguin Books. For a book by MORE THAN ONE AUTHOR, you need: Surname, Initials., & Surname, Initials. (Year). Title. City: Publisher. MacPherson, C., & MacPherson. L. (2009). The warm winds of change: Globalisation in contemporary Samoa. Auckland, New Zealand: Auckland University Press. When the book is a 2 nd, 3 rd, 4 th EDITION etc, you need: Surname, Initials.,(Year). Title (xxxth ed.). City: Publisher. Emerson, L. (2009). Writing guidelines for business students (4 th ed.). South Melbourne, Vic: Cengage Learning. For EDITED books, you need: Surname, Initials. (Ed.). (Year). Title. Place of publication: Publisher. Holmberg, B., Shelley, M., & White, C. (Eds.). (2005). Distance education and languages: Evolution and change. Buffalo, NY: Multilingual Matters. Use (Ed.) for one editor and (Eds.) for more than one. Notice that (Ed.) with a capital E is for editor and (ed.) with a small e is for edition. Where do I find the INFORMATION I need for my BOOK reference? If you can t find it on the first couple of pages of the book, enter the title of the book into Discover on the Massey University library website. Then click on the title of the book and you ll see all five pieces of information together you just need to put it in the correct order, with the correct punctuation. However, the library doesn t always include the city of publication, so you might need to use Google to find this. Massey University Centre for Teaching and Learning 2014 Page 6

What information do I need to include with the CITY OF PUBLICATION? For cities in the USA, you need to put the city and the state initials (in capital letters). Claasen, A. (2001). Hitler's northern war: The Luftwaffe's ill-fated campaign, 1940-1945. Lawrence, KS: Kansas University Press. There s a useful list of American state initials under place of publication on our Get it Right CD. You can also Google the name of the state and state initials if you re not sure. For cities in England, New Zealand etc (countries which don t have states), you need to put the city and the name of the country: Ross, J. (2004). Monkey miss her now & everything a teenage girl should know: Short stories. Auckland, New Zealand: Danger Publishing. For Australia and Canada, it is common to write the official abbreviation for the name of the state (e.g. NSW for New South Wales, Vic for Victoria, Qld for Queensland, etc), but it is usually OK just to write the name of the country: Emerson, L. (2009). Writing guidelines for business students (4 th ed.). South Melbourne, Vic: Cengage Learning. Emerson, L. (2009). Writing guidelines for business students (4 th ed.). South Melbourne, Australia: Cengage Learning. list? How do I include a CHAPTER in an edited book in my reference If the whole book is written by the same person, you don t need to reference the chapter you used: just reference the whole book following the advice above. However, a lot of academic books are made up of chapters written by different researchers and then the whole book has one or two editors. So, in this case, you need to include extra information try to follow the exact order and punctuation of the examples below: Lineham, P. (2007). First World War religion. In J. Crawford & I. McGibbon (Eds.), New Zealand s Great War: New Zealand, the Allies and the First World War (pp. 467-492). Auckland, New Zealand: Exisle Publishing. Massey University Centre for Teaching and Learning 2014 Page 7

So, this essay included information from a chapter called First World War Religion, written by Peter Lineham. This chapter was on pages 467 to 492 in a book called New Zealand, the Allies and the First World War, which was edited by J. Crawford and I. McGibbon. Notice that when you are referencing chapters, the initials come after the author s name (Lineham, P.), but before the editor s name(s) (J. Crawford). Here s another example, this time with two writers for both the chapter and the whole book: Bathurst, R. J., & Williams, L. (2009). Boom and bust in the orchestral business. In N. Koivunen & A. Rehn (Eds.), Creativity and contemporary economy (pp. 191-207). Copenhagen, Denmark: Copenhagen Business School Press. How do I include an ARTICLE from an academic journal in my reference list? The reference for an article starts the same as a book with the author s name, the year of publication and the title of the article. However, you put the title of the article in normal print and you use italics for the name of the journal. Journals usually have a volume number (which changes every year) this is written in italics. For some journals which come out a few times every year, you need to add an issue number in brackets (not in italics). Then you write the page numbers of the article that you ve used. For example: Durie, M. (2000). Public health strategies for Māori. Health Education & Behaviour, 27(3), 288-295. Many newer articles have a DOI number printed on the title page. You can ask your lecturer if he / she wants you to include this: Pahl, E., Calvo, F., & Schwerdtfeger, P. (2009). The importance of accurate intervention potentials in the melting of argon nanoclusters. Journal of Quantum Chemistry, 109(9), 1812-1819. doi: 10.1002/qua.21976 How do I include an article from a WEBSITE in my reference list? First of all, don t use websites as your main source of theory. The main uses of websites are for up-to-date facts and figures from Government websites like Statistics New Zealand, for information about companies and other organisations, or real-life examples from magazines and newspapers. Massey University Centre for Teaching and Learning 2014 Page 8

The beginning of a reference to a webpage is just like a book if there s no author, use the organisation and if there s no date, use (n.d.) After the title of the page or article, you need to add: Retrieved + month + day + from + the complete url: Statistics New Zealand. (2006). Quickstats about Pacific peoples. Retrieved from http://www.stats.govt.nz/census/2006censushomepage /QuickStats/quickst ats-about-a-subject/ pacific-peoples.aspx If it s an article from an online magazine or newspaper, give the name of the magazine or newspaper together with an issue number if it has one. Then add the internet information: Fox, A. (2009, December 12-18). Meet Ben, father of three and $2m in debt. The Listener, 3631. Retrieved from http://www.listener.co.nz/issue/3631/features/14553/meet_ben_31_father_o f_three_and_2m_in_debt.html When you ve completed your reference, the url will probably turn blue and become a hyperlink. You should reverse this. Position the cursor over the url and then right click and select remove hyperlink the blue and underlining will disappear. How do I reference course material? Your materials for some papers at Massey include articles from journals and extracts from books this is especially common for extramural papers. Reference these in the same way as you reference any books or articles. Ask your lecturer if you re unsure about the details you need. Avoid using your lecture notes and general information in your course handbooks as sources in your essays and reports. These are only intended to give you a general idea of the key points - check with your lecturer or tutor if it is ok to refer to them in your assignments. If so, follow the examples below you will also find useful advice on this and many other referencing questions at http://tinyurl.com/owllreferencing: lecture notes Catley, B. (2009). The historical development of management. Unpublished lecture notes, College of Business, Massey University. study guide with the author s name written on it Fitch, M., & Jones, B. (2009). 115.101 Statistics for business [Study guide]. Albany, New Zealand: College of Business, Massey University. Massey University Centre for Teaching and Learning 2014 Page 9

study guide without author s name written on it College of Humanities and Social Sciences, Massey University. (2009). 230.100 Written communication [Study guide]. Palmerston North, New Zealand: Author. For this example, the author is the same as the publisher, so, instead of repeating the name, you write the word author. This is quite common with Government publications too. Remember, for in-text referencing, you just need author and year (with page numbers for quotations). So, for the sources above, this would be: xxxxxxxxxxx (Catley, 2009) xxxxxxxx (Fitch & Jones, 2009) xxxxxxxxxxx (College of Humanities and Social Sciences, 2009) When do I need to use CAPITAL LETTERS in titles? You will often see capital letters on the cover of books or in titles on websites etc. However, in APA referencing, you only use capital letters to start the first word in the title or subtitle and for names. For example: Shelton, A. (2003). Public places. Auckland, New Zealand: Rim Books. In this example, a capital letter is only used for Public, because it s the first word in the title. Here is an example of a longer title of a journal article: Von Hurst, P. R., Stonehouse, W., Conlon, C. A., Kruger, M. C. & Coad, J. (2008). Study protocol metabolic syndrome, vitamin D and bone status in South Asian women living in Auckland, New Zealand: A randomised, placebo-controlled, double-blind vitamin D intervention. BMC Public Health, 8, 1-8. In this example, a capital letter is used for Study because it s also the first word in the title of the article and for A because it s the first word in the subtitle (the subtitle comes after a colon). Capitals are also used for vitamin D, South Asian and Auckland, New Zealand because these are words which always have capitals. Notice that capital letters are used for each word of the name of the journal too - BMC Public Health it s just the titles of books or articles that don t use them. Massey University Centre for Teaching and Learning 2014 Page 10